RU47116U1 - DISTRIBUTED DOCUMENT CIRCUIT SUPPORT SYSTEM - Google Patents

Abstract

A distributed workflow support system includes a multitude of computer devices networked to act as document processing workstations and computer devices designed to store document databases, and the databases mentioned above contain data related to documents submitted in accordance with specified templates, and the system additionally includes the first computer device that performs the function of a portal, designed to provide and control access to callers to the data, and a second computer device for managing the infrastructure of the system, designed to integrate with external systems, provide message delivery to systems and users, as well as to manage and provide access to corporate directories, interconnected, and the first computer device that acts as a portal, also connected to a variety of computer devices in a network that perform the functions of workstations for processing documents, and with computer devices intended data for storing databases of documents.

Description

The claimed technical solution relates to computer technology, namely, to the field of office automation, and can be used to support distributed documentation support for large corporations, for example, to automate the corporation administrative management system in terms of preparing documents, registering them, sending them for review, coordination, execution, control of deadlines and viewing the results of the execution of documents and instructions.

A hierarchical multilevel automated system for collecting and processing data is known (RF patent No. 43984, IPC7 G 06 F 17/40), which includes many connected computer devices designed to collect, process and store data.

A well-known automated system for the preparation and submission of reports (RF patent No. 43983, IPC7 G 06 F 17/00) containing a subsystem for receiving and transmitting electronic documents and a subsystem for processing reporting documents.

However, the systems described above cannot be used to provide support for the distributed workflow of a large enterprise. This is due to their design feature, namely, the absence in the systems of devices designed to provide mass access to information, as well as devices that control the passage of a large number of data streams.

A known data management system (US patent No. 6,295,536, IPC7 G 06 F 17/30), which includes an enterprise server designed to store data, a lot of agency servers (branches), also designed to store data, and an enterprise computer device connected with the mentioned servers. The system provides access to data stored in the user database through the computer device of the enterprise. However, due to functional limitations, the system does not allow to control and manage the passage of documents.

Known document management system (US patent No. 6,868,426, IPC7 G 06 F 17/30), designed for use in large quantities

users from various organizations. The system includes many computer devices, including memory devices with user databases, networked, user workstations, the main server, and a computer device that enables the main server to communicate with. custom db. The described system is closest to the claimed.

The known system is intended mainly for storage and identification of documents received from users, it does not provide control over the passage of documents from user to user.

The task to which the claimed utility model is directed is to create an automated system for supporting distributed document management, which allows efficiently maintaining the organizational and administrative structure of the enterprise, maintaining an archive of documents with access to documents and achieving the possibility of parallel, sequential and combined approval of documents.

The technical result of using the claimed utility model is to increase the efficiency of the system and expand its functionality.

The above problem is solved, and the technical result is achieved due to the fact that the first system is additionally included in the distributed document management support system, which includes many computer devices integrated into a network that perform the functions of document processing workstations, and computer devices for storing document databases a computer device that performs the function of a portal, designed to provide and control user access to data, and a second computer device system infrastructure management system designed to integrate with external systems, provide messages to systems and users, as well as to manage and provide access to corporate directories, interconnected, and the first computer device that acts as a portal is also connected to many computer devices, networked, performing the functions of workstations for processing documents, and with computer devices designed to store databases of documents, and the mentioned databases contain data related to documents submitted in accordance with the given templates.

The use of a computer device acting as a portal in the system allows for the efficient interaction of a large number of

users with the system, and the use of a computer infrastructure management device as part of the system leads to an increase in the efficiency of its interaction with external systems and with computer devices designed to manage, process and store data. The constructive solution of the system (combining all elements of the system into a single computer network) makes it possible to control the passage of documents within an enterprise (corporation).

System performance is enhanced by the integration of all computer devices into a single network, as the presence of direct connections between computer devices allows for the rapid exchange of data between them, which in turn leads to an increase in the overall system performance.

The utility model is illustrated in the drawing, which shows a block diagram of the system.

The inventive system consists of a plurality of computer devices 1 connected in a network that perform the functions of document processing workstations, computer devices 2 for storing document databases, a first computer device 3 that acts as a portal and a second computer device 4 for managing the system infrastructure.

In this case, the first computer device 3, which performs the function of a portal, is connected to the second computer device 4 for managing the infrastructure of the system and to a plurality of computer devices 1 connected in a network that perform the functions of workstations for processing documents, and with computer devices 2 designed to store databases of documents ,

The first computer device 3 performs the functions of a portal and is intended to control and ensure uniform user access to information resources of the system. The first computer device 3 provides quick access to users (employees of the enterprise) to documents depending on the functional responsibilities of employees. The list of information resources available to the user through the first computer device 3 is individually configured for each user. The first computer device 3 provides navigation over the entire array of documents stored in the database of computer devices 2, single access to corporate documents and documents of the unit, an end-to-end search through the database recorded in computer devices 2. The first computer device 3 allows users to quickly obtain a list of documents,

being approved and familiarized, a list of addressed documents, a list of documents being executed. The first computer device 3 can be implemented on a computer basis, for example with the following configuration parameters: processor (CPU) at least 2 × Heon-3000, cache at least 512 KB (for example, HP DL 380 G4 model), random access memory (RAM) 4 GB, at least 60 GB of disk space, using well-known software, for example, MS Internet Information Server, described in the official Microsoft product documentation for MS US.

The second computer device 4 for managing the infrastructure of the system is intended for integration with external systems, providing message delivery to external systems and users, for configuring the system for solving specific problems, as well as for managing and providing access to corporate directories. The second computer device 4 includes a memory unit for storing databases containing data necessary for the operation of the device. Such databases, for example, include the following:

- DB "Directory of contractors", designed to store and present information about external organizations;

- Database "Key Areas", designed to maintain a hierarchical organizational structure, its staff, indicating job settings, hierarchy of functional roles and document number counters;

- DB “Nomenclature of affairs” (ND), intended for maintaining the nomenclature of affairs of the Corporation

- Database “Photos”, designed to store photographs of an employee of the database “Familiarization”, designed to provide control of familiarization with documents in the system;

- DB “Coordination”, designed to support the coordination of documents in the system;

- Database "Newsletter", designed to maintain mailing lists of documents in accordance with corporate mailing lists;

- DB “Formation of cases”, intended for the formation of cases according to the chronological and subject-matter principle;

- DB "Registration", intended for registration of documents;

- DB “Control of instructions”, designed to provide an automated system for monitoring the execution of orders,

as well as databases intended for maintaining and storing information about information

organization resources.

The second computer device 4 can be implemented on a computer basis, for example with the following configuration parameters: processor (CPU) at least 2 × Xeon-3000, cache at least 512 KB (for example, HP DL 380 G4), random access memory (RAM) 4 GB, at least 60 GB of disk space using well-known software, such as IBM Lotus Notes or MS Exchange Server, described in the official documentation of manufacturers of these and similar software products.

Computer device 2 performs the function of storing data. Computer device 2 may consist of one or more computers (servers) connected to a network. The memory unit of the computer device 2 contains, for example, the following databases:

DB "Documents of collegial bodies";

- DB "Protocols of collegial bodies";

- DB "Documents of operational meetings"

- DB "Minutes of operational meetings"

- DB "Administrative documents";

- DB "Orders for l / s"

- DB "Received documents";

- DB "Sent documents".

- DB "Office memos of the central office";

- DB "Office memos of the branch";

- DB "Central Office Agreements";

- DB "Branch Agreements";

At the same time, the following types / varieties of administrative documents of the Corporation and the companies / banks that make up the Corporation are registered in the DB “Administrative documents”:

- Orders for core activities;

- Orders on administrative and organizational activities;

- Orders

In the database "Orders for l / s" write orders on the personnel of the Corporation and the companies / banks that are part of the Corporation.

The database "Received documents" is used to register and monitor the implementation of resolutions on incoming documents of the Corporation and the companies / banks that are part of the Corporation.

The database "Sent documents" is used to prepare, coordinate, sign, register the sent documents of the Corporation and the companies / banks that are part of the Corporation.

Depending on the region where the legal entity (branch), which is part of the Corporation, is located, it creates draft memos in the Service Notes database of its region and draft agreements in the Contracts database of its region. The database provides communication between database documents from different regions.

Computer device 2 can be implemented, for example, on the basis of a computer with the following configuration parameters: processor (CPU) at least 2 × Heon-3000, cache at least 512 KB (for example, HP DL 380 G4 model), random access memory (RAM) 4 GB, at least 60 GB of disk space using well-known software such as IBM Lotus Notes or MS Exchange Server. described, for example, in the official documentation of manufacturers of these and similar software products.

The second computer device 2 combines many remote computer devices for storing databases located in the branches of the Corporation. At the same time, collective access databases are used as a standard corporate means of transport and delivery of documents and information to the Corporation. All data transfer is based on the replication capabilities of Lotus Notes and differentiation of access rights to documents. Thus, the system provides a 100% guarantee of information delivery.

Computer device 1 (user workstation) is a personal computer running an operating system of the Microsoft Windows family on which the client part of the Lotus Notes system version 5.0.10-5.0.12, or 6.03 and higher, is installed. The requirements for the configuration of a personal computer can be, for example, the following: processor (CPU) - minimum Pentium III / Celeron - 400; Recommended Pentium IV - 1800, random access memory (RAM) - at least 256 MB, recommended - 512 MB.

The system operates as follows.

The operation of the system can be considered by the example of working with data related to memos (the principle of the system is the same when working with any data).

The user, an employee of the Corporation, must prepare a memo of a certain content. To do this, from his workplace (computer device 1), the user connects to the system, while establishing a connection

between the computer device 1 and the first computer device 3. Based on the request received in the computer device 3 in the form of a signal corresponding to a specific data set, the right of access of the given user to the requested information is checked in the computer device 3. If it is established that the user has access to the appropriate databases (DB "Office memos of the central office"; DB "Office memos of the branch"), then he can view the information stored in the database he needs. The user selects the required memo template and, using a text editor on his computer 1, generates the memo text and prepares the memo draft, which is transmitted to the second computer device 4 in the form of a certain sequence of signals. The fact that the memo is created is recorded as an event whose computer device 4 registers the draft service note in the database by writing the corresponding data to the database "Registration" and generates messages for individuals, a list Otori determined from the database "Newsletter". Sending messages is also an event for the system, the moment of occurrence of which is fixed. The message regarding the service note arrives at the workplace of the recipients (computer device 1) indicated on the mailing list. Persons for approval of which the draft memo was received, review it, make additions and / or changes, if necessary, and transfer it through the computer device 1 to the second computer device 4 and computer device 2. Each action is considered an event and, accordingly, the moment it is committed is recorded in the second computer device 4. After approval, the draft memo in the form of a certain sequence of signals corresponding to the data on the draft memo is sent to the authorized persons to sign on computer devices 1. Depending on the region where the legal entity (branch), which is part of the Corporation, is located, it creates draft memos in the Service Notes database in its region.

The inventive system allows, through the inclusion of the first computer device acting as a portal, to provide effective simultaneous interaction of a large number of users with the system, and the use of the second computer infrastructure management device as part of the system increases the efficiency of its interaction with external systems and computer devices designed for management, processing and storage of data.

Claims (1)

A distributed workflow support system that includes many computer devices connected in a network that perform the functions of document processing workstations and computer devices designed to store document databases, characterized in that the said databases contain data related to the documents presented in in accordance with the given patterns, and the system additionally includes the first computer device that performs the function of a portal, designed to provide and control For user access to data, there is also a second computer device for managing the system’s infrastructure, designed to integrate with external systems, ensure message delivery to systems and users, and also to manage and provide access to corporate directories, interconnected, and the first computer device that performs the function the portal, is also connected to a variety of computer devices networked as workstations for processing documents, and to computer devices mi designed to store document databases.